Streamline end-to-end records management—from creation to disposal. Enhance accountability for both physical and electronic records, ensuring authenticity, reliability, and integrity. Meet the latest global compliance standards, such as 20+ Australian regulations for New South Wales, Victoria, Queensland, and other states, DoD 5015.02, VERS, ISO 16175 1 & 2, ISO 15489, IM4L, IM8, BagIt, and NRAA Oman. Use to the low-code framework and GenAI capabilities to auto-classify, process, retrieve records and perform various other functions efficiently. Extend full control to the administrators over both physical and electronic records. Furthermore, create tailored rules for tracking record movements among users, along with the guidelines for archival and ultimate disposition.
Features of Newgen’s Records Management
Compliance and Risk Management
Comply with U.S. Department of Defense 5015.2 Standard for baseline requirements and classified records, BagIt, IM4L, and IM8 Compliances of Singapore, National Records and Archives Authority (NRAA) of the Sultanate of Oman, Victorian Electronic Records Strategy (VERS), ISO Certifications and 20+ Australian regulations for New South Wales, Victoria, Queensland, etc. Leverage extensive workflow audit trails and robust permissions and policy-based security to minimize risk. Ensure compliance through automation and other business processes to meet regulatory requirements.
Migration from Legacy Records Management Systems
Leverage advanced migration tools to automate the transfer of records, metadata, and associated files at scale. Ensure a seamless and error-free migration process with minimal manual intervention. Utilize advanced data mapping techniques to ensure accurate transformation of records from the legacy system to NewgenONE. Implement data quality checks and validation processes to maintain data integrity throughout the migration.
Intuitive Dashboard
Get a personalized, 360-degree view of all tasks and records. Create or customize predefined dashboards for different personas. View pending tasks, such as ‘my tasks,’ ‘pending disposition,’ and ‘vital management’.
Robust Integration
Facilitate both automatic and manual records filing through a ready-made connector for MS SharePoint. Archive records and content from MS Office applications, such as Outlook, Word, Excel, and PPT. Manage records based on organizational policy by converting documents into records.
Enterprise-wide Security
Ensure SSO support for LDAP-based authentication to streamline user access management. Access rights on file plans, records, return requests, and overdue items, as well as administrative functions, including the ability to generate reports and define rules. Enable digital signatures and PKI encryption to enhance document security and integrity.
Easy Search and Retrieval
Configure various searches which can be assigned to different users or user groups for personalized access. Enable search based on record name, author, date, barcodes, borrower, transfer number, or other user-defined meta-data attributes. Perform a full-text search on the entire content to ensure thorough retrieval of relevant information.
In-place Records Management
Locate necessary information without relocating files. Leverage robust integration capabilities with third-party systems, including Office 365 applications, Outlook, OneDrive, MS Teams, and SharePoint. Enable users to easily classify, tag, and manage records while ensuring a smooth collaboration.
Record Management for Structured Data
Integrate data seamlessly; connect with various database sources—MS SQL, Oracle, and PostgreSQL—using a built-in plugin for easy data accessibility. Eliminate the hassle of managing multiple data sources separately and streamline archival processes. Use an intuitive interface with a user-friendly drag-and-drop functionality for effortless dataset mapping and policy template designing.
Compliance and Risk Management
Comply with U.S. Department of Defense 5015.2 Standard for baseline requirements and classified records, BagIt, IM4L, and IM8 Compliances of Singapore, National Records and Archives Authority (NRAA) of the Sultanate of Oman, Victorian Electronic Records Strategy (VERS), ISO Certifications and 20+ Australian regulations for New South Wales, Victoria, Queensland, etc. Leverage extensive workflow audit trails and robust permissions and policy-based security to minimize risk. Ensure compliance through automation and other business processes to meet regulatory requirements.
Migration from Legacy Records Management Systems
Leverage advanced migration tools to automate the transfer of records, metadata, and associated files at scale. Ensure a seamless and error-free migration process with minimal manual intervention. Utilize advanced data mapping techniques to ensure accurate transformation of records from the legacy system to NewgenONE. Implement data quality checks and validation processes to maintain data integrity throughout the migration.
Intuitive Dashboard
Get a personalized, 360-degree view of all tasks and records. Create or customize predefined dashboards for different personas. View pending tasks, such as ‘my tasks,’ ‘pending disposition,’ and ‘vital management’.
Robust Integration
Facilitate both automatic and manual records filing through a ready-made connector for MS SharePoint. Archive records and content from MS Office applications, such as Outlook, Word, Excel, and PPT. Manage records based on organizational policy by converting documents into records.
Enterprise-wide Security
Ensure SSO support for LDAP-based authentication to streamline user access management. Access rights on file plans, records, return requests, and overdue items, as well as administrative functions, including the ability to generate reports and define rules. Enable digital signatures and PKI encryption to enhance document security and integrity.
Easy Search and Retrieval
Configure various searches which can be assigned to different users or user groups for personalized access. Enable search based on record name, author, date, barcodes, borrower, transfer number, or other user-defined meta-data attributes. Perform a full-text search on the entire content to ensure thorough retrieval of relevant information.
In-place Records Management
Locate necessary information without relocating files. Leverage robust integration capabilities with third-party systems, including Office 365 applications, Outlook, OneDrive, MS Teams, and SharePoint. Enable users to easily classify, tag, and manage records while ensuring a smooth collaboration.
Record Management for Structured Data
Integrate data seamlessly; connect with various database sources—MS SQL, Oracle, and PostgreSQL—using a built-in plugin for easy data accessibility. Eliminate the hassle of managing multiple data sources separately and streamline archival processes. Use an intuitive interface with a user-friendly drag-and-drop functionality for effortless dataset mapping and policy template designing.
